Legal
Privacy Policy
Effective November 4, 2026
The short version
- We collect what you enter to track your business’s expenses and work in Kepvana, plus your email and password to sign in.
- Your records are stored in Canada (Montréal). Your business’s records are visible only to your business.
- Reading receipts and statements for you is optional. It happens only if you allow it. When you do, the receipt or statement you choose is sent to Anthropic, which makes the AI model Claude, in the United States. It isn’t used to train AI and is deleted within 30 days.
- No ads, no tracking and no analytics, in the app or on this website. We never sell your data.
- You can export your records, and delete your account and everything in it, from inside the app at any time.
1. Who we are
We (“we”, “us”) make Kepvana, an app for people who work for themselves to see what each job really earns after its costs. This policy explains how we handle personal information in the app and on kepvana.com.
Our Privacy Officer is in charge of protecting personal information and can be reached at support@kepvana.com. We are accountable for the personal information we hold.
2. What we collect
About you, the account holder
- Account: your email address and a password. Passwords are stored only in hashed (scrambled) form by our sign-in provider. We never see them.
- Your business: what you enter in setup and Settings: business name, country and currency, type of work, whether you’re registered for GST/HST, the sales tax rate in your prices, and your weekly admin time.
- Your plan: whether your business is on Kepvana Free or Pro and, if you subscribe, which plan and when it renews. Apple or Google take the payment; we never see your card or bank details.
Your records, which you enter
- Expenses: amount, date, store or company, category and type; tax and whether you can claim it, and the seller’s GST/HST number; how much was for the business; loan principal and interest; notes; and the job an expense is linked to.
- Receipt photos and PDFs you attach.
- Jobs: date, time on the job and driving, amount charged, tip, when it was paid, a service name, and a client label if you type one.
- Repeating bills: name, monthly amount and dates.
If you use these features
- Bank and card statement files (CSV or OFX): the file is read on your phone, not uploaded. Only the charges you send to To review are saved: date, amount, the description as the statement shows it, and the name you give the account (for example “RBC ending 1234”). Charges you skip are deleted 60 days after you skip them.
- PDF statements, chosen in the app or shared to it from your bank’s app: if you allow reading, the PDF is read as described in section 3 and isn’t stored by us. Only the charges you send to To review are saved, as above, with the account’s last four digits.
- Reading receipts and statements for you: see section 3. It’s off unless you allow it.
- The GroomWorth connection: if you switch it on, Kepvana reads your finished grooms from GroomWorth for the same business: the day, service, pet’s name, minutes, price and tip. It never reads your clients’ contact details or notes, and never changes anything in GroomWorth.
- Exports: the year-end summary and spreadsheets are made on your phone and go only where you share them.
What we don’t collect
- No location, microphone or contacts.
- No advertising identifiers, analytics or tracking in the app.
- The camera is used only when you photograph a receipt.
- Your photo library and files are opened only when you pick a receipt or a statement. Only what you pick is used.
- This website sets no cookies and uses no analytics or trackers. Our website host keeps standard server logs (such as IP addresses) for security.
3. Reading receipts and statements with AI (optional)
If you allow it, Kepvana can read a receipt or statement for you and fill in the details for you to check.
- What’s sent: only the receipt photo, PDF or statement you choose, with instructions to find the store, date, amounts and tax, or a statement’s charges. Your name, email and other records aren’t sent.
- Who reads it: Anthropic, PBC, which makes Claude, under its commercial terms and data processing addendum.
- Where: in the United States. Information there may be accessible to US authorities under US law.
- What Anthropic may do with it: read it and send back the details. It may not use it to train AI, and it deletes it within 30 days. Anthropic may keep it longer only where the law requires, or to deal with misuse of its service.
- You check before anything is saved. Nothing read this way counts until you save it.
- Your choice: you’re asked before the first receipt or statement is read. You can switch each one off in Settings → Privacy at any time. Typing expenses in yourself always works.
4. Where it’s stored, and who helps us
| Service | What it does for us | Where |
|---|---|---|
| Supabase | Database, sign-in and private file storage for everything in the app, including receipt photos | Canada (Central region, Montréal) |
| Anthropic | Reads receipts and statements, only if you allow it (section 3) | United States |
| Supabase | Delivers account emails (confirmation and password reset) | United States |
| RevenueCat | Manages Kepvana Pro subscriptions with Apple and Google, once Pro is offered. It receives an identifier for your business (not your name or records), purchase details and basic device information. | United States |
| Netlify | Hosts kepvana.com | United States |
| Apple and Google | Distribute the app, and take payment for Pro | Under their own privacy policies |
These providers may handle information only to provide their service to us.
5. How we protect it
- Information travels encrypted (HTTPS).
- Each business’s records are walled off at the database level, so one business can never see another’s.
- Receipt photos are kept in private storage, not on public links.
- The key that lets Kepvana use the AI reader is kept on our server, never in the app.
- On your phone, your sign-in is kept in the phone’s secure storage. Expenses you haven’t finished are kept on your phone until you save or discard them.
- No system is perfectly secure. If a breach ever puts your information at real risk, we’ll tell you and the authorities as the law requires.
6. How long we keep it
- While your account is open: we keep your records.
- Removing Kepvana data (Settings → Account): deletes your Kepvana records and receipt files, and keeps your login, which may be shared with our other apps, such as GroomWorth.
- Deleting your account: deletes everything, immediately and permanently.
- Backups: copies can remain in our providers’ backups for up to 30 days.
- Skipped bank charges: deleted 60 days after you skip them.
- Receipt photos you take but don’t save: deleted within 7 days, with what was read from them.
- Receipts and statements read with AI: deleted by Anthropic within 30 days, as in section 3.
- Tax records: before deleting, keep your own copy: tax authorities expect records to be kept for 6 years in Canada (the CRA). Exporting is free.
7. Your choices and rights
- See and correct: everything you’ve entered is in the app, and you can correct or remove it at any time.
- Get a copy: Settings → Your records gives a year-end summary and spreadsheets of everything.
- Delete: delete your account, or remove only your Kepvana data, from inside the app. Or ask us by email.
- Withdraw permission: switch off reading with AI in Settings → Privacy.
- Ask us: email support@kepvana.com about anything in this policy, or to make a request. We answer within 30 days.
- Complain: if you’re not satisfied, you can contact the Office of the Privacy Commissioner of Canada or, in Quebec, the Commission d’accès à l’information du Québec. In the US, your state attorney general.
8. If your clients are in your records
You decide what to record about your clients, such as a client label on a job. We store and process it only to provide Kepvana to you, on your behalf.
9. Children
Kepvana is for businesses and isn’t meant for anyone under 16.
10. Changes
If we change this policy, we’ll update the date at the top. If the change is important, for example a new kind of information or a new provider, we’ll tell you in the app first.
11. Contact
Kepvana · support@kepvana.com